Office Manager

Role DescriptionThe Office Manager plays a crucial role in ensuring the smooth and efficient daily operations of our office. This position is responsible for maintaining a welcoming and organized workspace, providing administrative support across departments, managing office facilities and supplies, and coordinating essential business functions. The ideal candidate is proactive, detail-oriented, and capable of handling multiple tasks while fostering a positive and professional office environment.Key ResponsibilitiesFront Desk & Guest Relations• Answer phones and greet guests with a friendly and professional demeanor, ensuring a welcoming experience. • Provide helpful and personable assistance to employees, clients, and vendors.Administrative Support• Manage office-wide calendars, meetings, and events to ensure efficient use of time and resources.• Maintain and update certificates of insurance, company files (across every department), databases, and records, both physical and digital.• Oversee vehicle and maintenance records, ensuring license plate renewals are up to date.• Ensure construction licenses are current and compliant across all required jurisdictions.• Coordinate incoming and outgoing mail and manage all package deliveries efficiently.Office Operations• Monitor and replenish office & kitchen supplies (including snacks, beer, and wine) while managing vendor relationships for cost-effective procurement.• Ensure the office dishwasher is emptied and ready for use each morning or at a scheduled time.• Coordinate office maintenance, repairs, and cleanliness by liaising with service providers.• Supplement office cleaners by wiping down upper and lower kitchen counters, breakroom tables, and patio tables (in warm months) daily.• Ensure that the workspace layout meets the needs of employees and complies with safety regulations.• Oversee office equipment like printers, phones, and security system, ensuring proper functionality and that all printers remain stocked with paper and ready to use.• Work with the IT department or external providers to address tech-related issues promptly.Employee Support• Assist with onboarding new employees by setting up workspaces, equipment, and introductory resources.• Assist departments with clerical tasks, including scanning, data entry, phone/email correspondence, and document preparation.• Serve as the primary contact for office-related questions and concerns.• Assist in organizing team-building activities, employee recognition programs, and office events.• Prepare, organize, and clean up for management and third-party meetings held in office conference rooms.Policy and Compliance• Ensure the office complies with health and safety regulations, such as first-aid kits and fire extinguishers.Miscellaneous• Willingness to take on ad hoc projects or tasks as assigned by senior leadership in Finance, Operations, or Estimating and department heads in Marketing, Business Development, or Human Resources.

Created: 2025-02-25